Event management can be such a physically, mentally, and financially draining task. It involves thorough planning and decision-making, such as choosing the theme, décor and party supplies, lights and sounds, and most especially your staff, to make sure everything will go smoothly. It’s no wonder why some people hire event planners or coordinators instead. They can handle everything, so you can focus on the fun.
If you’re up for the challenge and want to organize the event on your own, then you should know the following to make sure you make less or no mistakes at all:
1. Set your event goal and objectives. For what and for whom is the event for? What do you hope to achieve?
2. If you want to pull this off, you will need extra hands to help you cover all the aspects of event management. Ask your family and friends, and organize a team.
3. Set an event date and plan ahead of time. Ideally, you need three months to plan a basic social gathering or event.
4. Identify where you will hold the event and negotiate the venue details if any. If you’re planning to hold it outdoors, apresparty.com and experts suggest that it’s better to be safe than sorry. Rent tents or have a designated area for shelter.
5. Make a draft of the program, and then create a master plan. This should cover all the important aspects of your event, such as the venue, catering services, entertainment, host, guests, and sponsors.
6. Get cost estimates and create a budget based on your master plan. This should include any travel or accommodation cost for your host, speaker, or special guests.
7. Know how you will evaluate the success of your event. The most common way to measure event success is through a post-event survey.
In a nutshell, you have to come up with an event timeline and checklist that will help you get started. If you find event planning too overwhelming, you can always hire a professional coordinator. Lisa Milko of Event Perfect Atlanta says, “The money and time [an experienced] planner can save is valuable”.